Speaking of “never-ending” projects: The Great Wall of China, a UNESCO World Heritage Site, stretches for around 21,196 kilometers and was originally built to protect against nomadic invaders. The most important construction phases are the Qin dynasty, when the first sections were built as early as the 7th century BC, and the Ming dynasty, when large sections were restored with bricks and stone. In total, the wall was built for around 2000 years (!!) until the 14th century AD. The best-known and best-preserved sections include Badaling, Mutianyu and Simatai.
The Wall has a fascinating history that transforms it from a military defense structure into a symbol of national identity and cultural heritage. Important events range from its construction in the 3rd century BC to its expansion during the Han Dynasty and its neglect in the 19th century.
Parallel to project management (PM)
Just as the Great Wall of China required centuries of planning, building and adapting, project management also requires continuous adjustments, resource management and strategic thinking. Every project has phases of planning (analogous to construction), execution (building the steps) and evaluation (maintaining the wall). For projects to be successful, as with the wall, they must be regularly monitored, optimized and adapted to a changing environment.
1. Planning and strategy
- Great Wall of China: Construction began with a clear strategic view to fend off nomadic attackers and protect trade. Planning included selecting the best locations and materials.
- Project management: A successful project requires detailed planning in which goals are defined, resources identified and potential risks analyzed. Methods such as the SWOT analysis help to formulate the strategy.
2. Resource management
- Great Wall of China: The construction required massive amounts of labor, materials and time. Various dynasties mobilized soldiers and forced labourers.
- Project management: Resource management is crucial here. The allocation of personnel, budgeting and material management ensure that projects are carried out efficiently and that resources are used optimally.
3. Adaptability
- Great Wall of China: Throughout its history, the wall has had to adapt to different threats and geographies, requiring rebuilding and renovation.
- Project management: Flexibility is also essential in projects. Changes in scope, unexpected challenges or market changes require adjustments and realignments during the course of the project.
4. Quality assurance
- Great Wall of China: The Ming Dynasty made improvements to make the wall more robust, which required a focus on quality in construction.
- Project management: Quality assurance is a central aspect of every project. Methods such as quality management (e.g. ISO 9001) ensure that the results meet the defined standards.
5. Documentation and monitoring
- Great Wall of China: Historical records show that progress was documented and construction progress was monitored to maximize efficiency.
- Project management: The documentation of progress and the use of project management tools such as Gantt charts or Kanban boards help to monitor progress and adherence to schedules.
6. Stakeholder participation
- Great Wall of China: The construction required the support of both the government and the population, which meant that the needs of all stakeholders had to be taken into account.
- Project management: As with the wall, stakeholder involvement is crucial in project management. Communication and understanding the expectations of stakeholders contribute to a successful project.
Projects that drag on endlessly can be frustrating and demotivating. Here are some strategies to get such projects back on track:
1. Analysis of the causes:
- Identification of the problems:
- What are the reasons for the delay? Are they unclear goals, a lack of resources, communication problems or external factors?
- Are there recurring problems that keep slowing down the project?
- Realistic valuation:
- Is the project still relevant and meaningful?
- Are the original goals still achievable?
- Is it perhaps time to end the project?
2. Redefinition of the project:
- Set clear goals:
- Define clear, measurable, achievable, relevant and time-bound (SMART) goals.
- Divide the project into smaller, manageable tasks.
- Set priorities:
- Concentrate on the most important tasks and drop unimportant tasks.
- Create a new, realistic schedule.
- Check resources:
- Ensure that sufficient resources (personnel, budget, material) are available.
- If necessary, look for additional resources, but also be bold and get rid of those you no longer need!
- Method check:
- Who or what is to blame for the excessively long project duration? Perhaps the initial project has become an unnoticed continuous process (transition to regular operation, expansion, optimization)?
- Does it make sense to complete the project and integrate it as a process into the line organization?
- Is a classic PM method still suitable? Perhaps it would make sense to switch to an agile method (fixed time periods/budgets, variable content/performance)?
3. Communication and cooperation:
- Open communication:
- Talk openly with everyone involved about the problems and challenges.
- Promote a culture of transparency and feedback.
- Strengthen teamwork:
- Promote cooperation and exchange within the team. As mentioned above: Perhaps it is time to return the project to the line and hand it over to a department?
- Use tools and methods that facilitate collaboration.
- Involve stakeholders:
- Inform stakeholders regularly about the progress of the project.
- Involve stakeholders in important decisions.
4. Project management techniques:
- Agile methods:
- Use agile methods such as Scrum or Kanban to be able to react flexibly to changes.
- Work in short sprints and check progress regularly.
- Project management software:
- Use project management software to manage tasks, schedules and resources.
- Visualize the progress of the project with Gantt charts or Kanban boards.
- Risk management:
- Identify potential risks and develop measures to minimize them.
- Create a contingency plan for unforeseen events.
5. Motivation and perseverance:
- Celebrate successes:
- Celebrate small successes to increase the team’s motivation.
- Recognize the achievements of individual team members.
- Positive environment:
- Create a positive and supportive working environment.
- Promote team spirit and cooperation.
- Maintain focus:
- Stay focused on the goals of the project and do not allow yourself to be distracted by distractions.
- Seek professional support if necessary.
Additional tips:
- Project review: Carry out regular project reviews to check progress and identify problems at an early stage.
- External help: Consider bringing in external experts or consultants to get new perspectives and solutions.
- Project termination: In some cases, the best decision is to terminate a project when it no longer makes sense.
Conclusion
The Great Wall of China is an excellent example of long-term planning, strategic execution and continuous adaptation – skills that are also central to modern project management. The challenges and successes encountered in the construction of such monumental projects can offer valuable lessons for today’s project managers.
